Executive & Communications Assistant
Position Type
Administrative
Reports to
Director of Administration
Directly Supervises
None
Status
Full Time; 40 hours per week; hours to be determined with Supervisor
SLA
Non-Exempt
Job Summary
The Executive & Communications Assistant provides administrative and communications support to the Lead Pastor and Director of Administration. This position helps coordinate the day-to-day activities of church leadership and supports clear, timely, and engaging communication across the congregation.
The position requires strong organizational and communication skills, attention to detail, discretion, sound judgment, and the ability to manage multiple priorities in a collaborative ministry environment.
Essential Duties and Responsibilities
1. Executive & Administrative Support
· Provide administrative support to the Lead Pastor and Director of Administration, including calendar coordination, correspondence, meeting preparation, and follow-up.
· Coordinate meetings, agendas, materials, and action items for leadership, boards, and committees.
· Maintain meeting notes, minutes, records, and other organizational documents.
· Anticipate administrative needs, organize information, and follow through on assigned projects and commitments.
2. Communications & Worship Support
· Prepare and coordinate weekly worship bulletins, presentations, announcements, and other service materials.
· Develop and coordinate newsletters, email communications, announcements, and other communications for the congregation.
· Create and format basic graphics and communication materials consistent with Good Shepherd's visual identity.
· Gather, edit, proofread, and organize content from pastors, staff, and ministry leaders.
· Coordinate communications deadlines and ensure materials are accurate, complete, and distributed on schedule.
· Use appropriate technology and software to support worship and communications, including Proclaim and other digital tools.
3. Operational & Staff Support
· Support routine administrative processes related to employee onboarding, benefits, payroll, background checks, and personnel records.
· Maintain accurate and confidential organizational, personnel, and other administrative records.
· Provide administrative support for the Columbarium, including records, correspondence, and coordination of related activities.
· Assist with organizational reporting, audits, compliance documentation, and other administrative processes.
· Coordinate information and follow-up across staff, committees, volunteers, and ministry areas.
Competencies:
· Strong written and verbal communication skills.
· Excellent organizational skills and attention to detail.
· Ability to maintain confidentiality and exercise discretion when handling sensitive information
· Ability to manage multiple priorities, projects, and deadlines.
· Strong editing and proofreading skills.
· Ability to exercise sound judgment and maintain confidentiality.
· Strong interpersonal skills and ability to work effectively with pastors, staff, volunteers, congregation members, and visitors.
· Ability to work independently while also contributing effectively as part of a team.
· Demonstrated initiative, flexibility, and problem-solving ability.
· Proficiency with Microsoft Office and the ability to learn new technology and software.
· Knowledge of Christian themes and a commitment to the mission and ministry of Good Shepherd Lutheran Church.
Minimum Qualifications:
· High school diploma or equivalent.
· Three or more years of experience in administrative support, communications, office coordination, or a related field.
· Demonstrated experience managing multiple priorities and producing accurate, timely work.
· Strong written communication, editing, and proofreading skills.
· Proficiency with Office 365 Suite.
· Successful completion of a background check.
· Valid driver's license and ability to travel between the Madison and Verona campuses.
· Demonstrated ability to manage deadlines and consistently produce accurate, high-quality work.
· Pass a background check.
Preferred Qualifications
· Associate or bachelor's degree in business, communications, marketing, or a related field.
· Experience providing administrative support to organizational leadership.
· Experience with communications, newsletters, graphic design, or digital content.
· Experience working in a church, nonprofit, or community-based organization.
· Familiarity with church presentation or communications software such as Proclaim or ProPresenter.
· Experience supporting HR, payroll, benefits, or other administrative processes.
